Bylaws

Georgia Association of College Stores, Inc.
As Adopted November, 1974, Atlanta, Georgia
As Amended March, 2005,Cordele, Georgia

 Article I

Duties of the Officers & Governing Board

Section 1.     President: 

1.     It shall be the duty of the president to supervise & direct the activities of the association and in interim periods between board meetings is empowered to issue directives and to establish temporary policies/procedures on matters not specifically covered by the Constitution and Bylaws.

2.     It shall be the duty of the President to preside at all meetings and to enforce the Articles of Incorporation (hereinafter referred to as the Constitution) and Bylaws of the Association as they relate to the administration of the organization.  The president shall appoint all standing and special committees and the chairperson of such committees.

3.     The President shall be an ex-officio member of all standing committees except the Nominating Committee.

4.     It shall be the duty of the President, with the assistance of the Vice President, to oversee the planning of the annual meeting (to include site selection, meals, agenda, etc.)

5.     The President may assume part of the duties of the Treasurer with the approval of the Board of Directors (hereinafter referred to as the Governing Board).  In the absence of the Treasurer, the President shall have the authority to sign all checks.

Term:  One year

Section 2.     Vice-President:

1.    The Vice President shall exercise all the powers and prerogatives of the President in the absence of the President in meetings of the Association or of the Governing Board.

2.    Upon the death, resignation, or removal of the President, the Vice President shall assume the office of the President until the next regularly scheduled election.

3.    The Vice President is the chairperson of the Annual Meeting Program Committee.  The Vice President shall also assist the President in the planning of the annual meeting.

4.    The Vice President shall take minutes for all meetings in the absence of the Secretary.

                5.    The Vice President shall succeed to the office of President – upon the approval of the Nominating Committee
                        and the Association.

6.    The Vice President shall assume other such duties as the President or the Governing Board may assign.

Term: One year

Section 3.     Secretary:

1.     The Secretary shall keep a true, complete, and accurate record of all the meetings of the association and the Governing Board.  The Secretary shall transmit said records of such meetings to the President for approval and thence to the entire membership within a reasonable time after the meeting adjourns.

2.     The Secretary shall conduct all correspondence relating to the Association and the Governing Board.

3.     The Secretary shall issue all notices of meetings to the Association and Governing Board.

4.     The Secretary shall coordinate all updates to the GACS website.

5.    The Secretary shall keep a complete and accurate file of all correspondence records of the association, turning all records over to his/her successor.

6.    The secretary shall succeed to the office of Vice President – upon the approval of the Nominating Committee and the Association.

7.     The Secretary shall assume other such duties as the President or the Governing Board may assign.

Term: One year

Section 4.     Treasurer:

1.    The treasurer shall oversee all financial concerns of the association.  The Treasurer shall have the custody of all money and securities of the Association and shall keep financial records as may be necessary to account for the receipt and disbursement of said funds.  The treasurer shall deposit all such money and securities in the name of and to the credit of the Association in such depositories as may be approved by the governing board.

2.     The treasurer shall supply all members a financial statement at all meetings and at the end of the fiscal year.

3.     The treasurer shall train the Treasurer-Elect in the second year of his/her term.

4.     The treasurer shall keep an accurate directory of all members of the Association.

5.     The treasurer has the first option to succeed to the office of the secretary after completing a two-year term – upon the approval of the Nominating Committee and the Association.

6.     The Treasurer shall assume other such duties as the President or the Governing Board may assign.

Term: Two years

Section 5.    Succession:

                      The succession to the office of President shall be from Secretary to Vice President and thence to the Presidency.   The Treasurer, after completing a one-year term as Treasurer-Elect and two-year term as Treasurer, has the first option to succeed to the office of Secretary.   In the year when the Treasurer is not leaving office, the Nominating Committee shall nominate an active member as Secretary.  The Treasurer-Elect shall succeed to the office of Treasurer.  The Governing Board is empowered to select an officer should this line of succession be broken.

 Section 6.   Board Members At Large:

1.        The Board Members At Large shall work with the Board Officers in the decision
    making and planning for annual activities of the association.

Term: Two Years

 Section 7.    Treasurer-Elect:

1.    The Treasurer-Elect shall be a non-voting member of the Board.

                2.    The Treasurer-Elect will train with the Treasurer in all aspects of the treasurer’s duties.        

3.    The Treasurer-Elect will succeed to the office of the Treasurer upon the approval of the
       Nominating Committee and the Association.

4.    The Treasurer-Elect shall assume other such duties as the President or the Governing Body may            

       assign.

Term: One year

Section 8.   Past President:

1.  The Past President shall be a non-voting member of the Board.

2.  The Past President shall chair the Nominating Committee (to be comprised of one
     bookstore representative and one vendor representative).  The Past President shall submit the
     nominating ballot for the next governing board to the current board for approval and distribute
     the nominating ballot to the membership for approval.

3.  The Past President is responsible for ordering the President’s Gift (to be presented to the President at the    
     Annual meeting).

                4.   The Past President serves as an advisor to the President.

5.  The Past President shall assume other such duties as the president or the Governing Board may
      assign.

              Term: One Year

Section 9.   Record Keeper:

1.      Appointed by President, non-voting and not a member of the Board.

2.     Maintains all records of the Association in an organized and efficient way in order to preserve information.

3.     Must be able to provide any information requested by any member of the Board.

4.     Must be an active member of the Association for at least 7 years, served on the Board for at least 3 years, and must be actively employed in the college store industry.

5.     Record keeper remains in office until he/she leaves the college store industry, resigns the position, dies or is asked to resign by the Board (in the case of mishandling of Association business).

 Section 10.  Committees:

1.     Nominating:  Shall nominate all officers of the Association as well as at-large members of the Governing Board.  Three members, chaired by the Immediate Past-President with one Associate Member and one College Bookstore Member.

2.     Annual Meeting Program: Shall assist the President and Governing Board in choosing the site for the Annual meeting; planning the educational programs and other details with the annual meeting, as needed. This committee is chaired by the Vice-President.

3.     Annual Meeting Sub-committees (Chairpersons appointed by President):

a.        Golf tournament

b.       Registration: Chaired by Treasurer.

c.        Goodie Bags

d.       Entertainment

e.        Author Award

f.         Vendor show

4.    Leadership Conference:  Shall assist the Governing Board in selecting a date, location, and program for the fall Leadership conference.  This committee is chaired by the Association member hosting the conference.

5.    Membership:  Shall assist the Governing Board in membership drives to encourage participation and membership in Association activities.

6.     Awards:  Shall assist the Governing Board in selection of annual awards, including Vendor Representative and College Store Member, and determining special recognition awards such as Lifetime Achievement Awards.

7.     Current Issues:  Shall assist Governing Board in addressing current issues that directly affect the College Store Industry; including legislature.

8.     Audit:  Shall audit and, to the best of their ability, certify the financial records of the Association in March of each fiscal year.  Two/three members; chaired by the President with the Immediate Past President as member; in years when new Treasurer is elected, includes the newly elected Treasurer.

Standing Committee Chairpersons shall have the power to appoint special committees under their authority as deemed necessary to conduct the business of their committee.

The President may appoint other committees as may be deemed necessary by the Governing Board.

ARTICLE II
Meetings of the Association

Section 1. Regular:  There shall be an annual meeting of the association to transact such business as may legally come before it. Time and place of the Annual Meeting shall be selected by the Governing Board and the Program Committee.

Section 2. Governing Board:  The Governing Board shall hold at least one meeting per year, excluding those held at the Annual Meeting, called by the President, at a time and place best suited to conduct business. Other meetings may be called as deemed necessary by a majority of the Governing Board.

Section 3. Leadership Conference: There shall be an annual Leadership Conference to give members the opportunity to network with others and grow in the industry, as well as to encourage members to be active who cannot attend the Annual Meeting. Time and place of the Leadership Conference shall be selected by the Governing Board, the Program Committee, and the Leadership Conference Committee.

Section 4. Special Meeting:  May be called at any time by the President, the Governing Board, or, upon petition to the Governing Board, by one-fourth of the voting membership.

Section 5. Committees:   Shall meet upon call of the Chairperson at a time and place best suited to conduct their business.

Section 6. Quorum:   A majority of the members in good standing in the Association shall constitute a quorum to transact any business duly presented at the Annual Meeting. Six members of the Governing Board shall constitute a quorum of that body. A majority of any committee shall constitute a quorum.

ARTICLE III

Voting

Section 1. Each member of the Association in good standing, if personally present, shall be entitled to one vote in the Annual Meeting and in any Special Meeting. There shall be no voting by proxy. Members of the Governing Board are entitled to one vote in meetings of the Governing Board, in person or by proxy.

ARTICLE IV

Dues

Section 1. Annual dues for members shall be set by the Governing Board and are due and payable by April 1 of each year.

ARTICLE V

Fiscal Year

Section 1. The fiscal year of the Association shall be from April 1 to March 31.

ARTICLE VI

Rules

Section 1. The rules of parliamentary procedure as stated in Robert's Rules of Order shall govern all meetings of this Association, unless otherwise stated in the Constitution and/or Bylaws.

ARTICLE VII

Amendments

Section 1. Same as outlined in the Constitution, Article VIII.